Administrative VA - Systems & Organization Specialist for Photographer

We’re looking for a rockstar Administrative VA to handle the backend systems that keep Kaleb Duncan Photography Upgrade to see actual info running smoothly. If you thrive on organization, streamlining processes, and keeping things moving behind the scenes, this is the role for you! You’ll manage workflows, maintain systems like Dubsado and Notion, handle leads, and ensure client communications are seamless. Your work will ensure we stay on track and provide the best experience for our clients.

Responsibilities:
1. Email and Communication Management
Manage email inbox (respond promptly, schedule meetings, organize correspondence).
Send personalized outreach messages tailored to specific industries.
Create email newsletters to engage clients and foster community.

2. Client and Lead Management
Organize and centralize client and lead data in Notion and Dubsado.
Research, qualify, and lead scrape via Apollo.io and online research; input leads into Google Drive, then Notion and Dubsado.
Schedule discovery calls and track outreach metrics.

3. Workflow Automation and Optimization
Build and maintain workflows in Dubsado (automated contracts, invoices, follow-ups).
Set up and optimize workflows in Dubsado, Notion, and ConvertKit.
Automate repetitive tasks to improve efficiency.
Troubleshoot and maintain system performance.

4. Project and Task Organization
Ensure deadlines and projects are tracked and updated.
Organize digital files on Google Drive and maintain folder structure.

6. Content Creation and Insights
Create email newsletters to engage clients and foster community.
Identify trending audio and hashtags for impactful reels and posts.

I’m looking for someone passionate and eager to help build a thriving business as well as grow your own personal skills. This will be a win-win-win relationship, if you read this whole thing comment #winwinwin on your email subject line so I know you read this and are down for a win-win-win.